Electronic Labor Books: What Ukrainians Need to Do Before 2026.

According to the information circulating on the YouTube channel Factor.Academy, Ukrainians need to switch to electronic labor books by June 10, 2026. All data from paper documents must be converted into digital format within this time.

Methods of Digitization

According to inkorr.com: There are two methods of digitization: one can upload a scanned document to the Pension Fund's online portal or manually digitize all records. Some employers have already received reminders from the Pension Fund and have begun this process.

Who is Responsible for Digitization?

According to legislation, employers are not obliged to scan and transfer labor books, but this procedure can be performed by the employee, the insurer, or their representative.

• If an employer decides to perform digitization, they can do it centrally, which will simplify the process for employees.

Need for Employee Consent

If the labor book is with the employer, scanning is part of the personnel process and does not require additional permissions. It is enough to simply provide the document for scanning and return it immediately.

Verification Before Digitization

Before uploading the data, it is important to ensure that all records in the labor book are entered correctly and that the quality of the scans meets established requirements.

How to Submit Scans to the Pension Fund by the Employer

• Log into the insurer's cabinet on the Pension Fund portal.
• Authenticate using an electronic signature.
• Select in the menu: 'Communications with the Pension Fund - Information on Labor Relations (Labor Book)'.

How an Employee Can Independently Carry Out the Process

• Log into your cabinet on the Pension Fund portal.
• Go to the 'Communications with the Pension Fund - Information on Labor Relations' section.
• Check the data, upload the scans, and send.

Punishments for Delayed Digitization

Late digitization may complicate the appointment of pensions or social payments, but no fines are provided for employers.

Thus, Ukrainian pensioners have until June 2026 to switch to electronic labor books by digitizing data from paper documents. This process can be done independently or entrusted to employers. Failure to meet deadlines may lead to difficulties with pension or social payments.